GDPR Compliance Statement – AI-DENTAL
Last Updated: [06/29/2025]
1. Introduction
AI-DENTAL (“we,” “our,” or “us”) is committed to protecting your personal data and respecting your privacy rights in accordance with the General Data Protection Regulation (GDPR) and other applicable data protection laws.
This statement explains how we handle personal data when you interact with our AI voice receptionist service.
2. Data Controller
AI-DENTAL
349 Rugby Road Hinckley LE10 2NB
info@veri.dental
0333-242-7337
3. What Personal Data We Process
When you call our AI voice receptionist, we may process the following personal data:
- Voice data: Your voice and spoken words during the call
- Phone number: Your telephone number (caller ID)
- Call metadata: Date, time, and duration of calls
- Health-related information: Any dental or medical information you choose to share during the call
4. Legal Basis for Processing
We process your personal data based on:
- Legitimate interests (Article 6(1)(f) GDPR): To provide our AI receptionist service and manage appointment bookings
- Consent (Article 6(1)(a) GDPR): When you voluntarily provide information during calls
- Special category data: For health-related information, we rely on explicit consent (Article 9(2)(a) GDPR)
5. How We Use Your Data
Your personal data is used solely to:
- Facilitate appointment booking and dental service inquiries
- Provide AI-powered receptionist responses during calls
- Route calls appropriately within our dental practice
6. Data Retention and Storage
Important: We do not store or retain any personal data collected during calls. All voice interactions and associated data are processed in real-time and not permanently stored by AI-DENTAL.
However, please note:
- Our service providers (VAPI and Twilio) may temporarily process your data as part of their service delivery
- Call logs may be retained by telecommunications providers as per their standard practices
7. Third-Party Service Providers
We use the following processors to deliver our service: (Voice AI Platform)
- Purpose: AI voice processing and conversation management
- Data processed: Voice data, call content
Location: San Francisco USA - Retention: As per data processing terms https://security.vapi.ai/
Twilio (Telecommunications)
- Purpose: Phone service and call routing
- Data processed: Phone numbers, call metadata
- Location: Various global data centers
- Retention: As per Twilio’s standard practices
Both providers are contractually bound to process data only as instructed and maintain appropriate security measures.
8. International Data Transfers
Data may be transferred to and processed in countries outside the European Economic Area (EEA) through our service providers. Where this occurs, we ensure adequate safeguards are in place through:
- Standard Contractual Clauses (SCCs)
- Adequacy decisions by the European Commission
- Other legally recognized transfer mechanisms
9. Your Rights Under GDPR
As a data subject, you have the following rights:
- Right of access: Request information about data processing
- Right to rectification: Correct inaccurate personal data
- Right to erasure: Request deletion of personal data
- Right to restrict processing: Limit how your data is used
- Right to data portability: Receive your data in a structured format
- Right to object: Object to processing based on legitimate interests
- Right to withdraw consent: Withdraw consent for health data processing
Note: Given that we do not store personal data, some rights (such as rectification or erasure) may not be applicable to data held by AI-DENTAL directly, but may apply to our service providers.
10. Data Security
We implement appropriate technical and organizational measures including:
- Encryption of data in transit
- Secure API connections with service providers
- Regular security assessments of third-party processors
- Access controls and authentication mechanisms
11. Data Breach Notification
In the unlikely event of a data breach affecting your personal data, we will:
- Notify the relevant supervisory authority within 72 hours
- Inform affected individuals where there is a high risk to their rights and freedoms
- Take immediate steps to mitigate any potential harm
12. Complaints
If you have concerns about our data processing practices, you may:
- Contact us directly using the details above
- Lodge a complaint with your local data protection authority
- For UK residents: Contact the Information Commissioner’s Office (ICO)
13. Contact Information
For any questions about this GDPR compliance statement or to exercise your rights, please contact:
Data Protection Officer/Privacy Contact:
Email: info@veri.dental
Phone: 0333 242 7337
Address: 349 Rugby Road. Hinckley. Leicestershire. LE10 2NB
14. Changes to This Statement
We may update this statement periodically to reflect changes in our practices or legal requirements. The latest version will always be available on our website with the updated date clearly marked.
By using our AI voice receptionist service, you acknowledge that you have read and understood this GDPR compliance statement.